Administrative Assistant, Facilities

St. Vincent De Paul of Baltimore has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to SVDP Human Resources Department for consideration.

ABOUT US

Join the St. Vincent de Paul Team, where what you do is much more than just a job—it’s a cause. Our staff members are true partners in our mission to help those impacted by poverty achieve their full potential. Their job satisfaction comes from knowing that their work each day has a positive impact on people’s lives. If you are the type of person who is excited and motivated by the idea of doing good for others, and our community, come join us! We are looking for high-energy staff members willing to share a commitment for our cause in a workplace filled with other caring people. We offer you a competitive salary, generous benefits, a culture where learning and growth is encouraged, a workplace where employees are highly valued and, most of all, an opportunity to be passionate about what you do every day. We are continuing to grow our organization and have many opportunities to be a part of our culture and make an impact within the community!

SUMMARY

Responsible for maintaining a secure environment for the staff, clients and visitors at the St. Vincent de Paul Center while providing administrative support for the Facilities Department. This position involves handling various administrative tasks such as processing work orders, coordinating service calls, maintaining accurate records, and ensuring smooth communication between staff, vendors, and facilities personnel.

PRIMARY DUTIES

Reception and Building Security

• Monitors and maintains facility security systems and equipment, including the alarm system and cameras.
• Greets and signs in all guests and visitors, answering and directing phone calls and taking messages for staff at the reception desk.
• Alerts program staff of potentiality hostile situations so that appropriate intervention can be provided.
• Manages and orders building/office/kitchen supplies for SVDP Center.
• Completes daily walk-throughs to ensure doors are locked and the building is secure.
• Monitors janitorial needs and requests for SVDP Center.
• Complete daily walk-throughs to ensure doors are locked and the building is secure.
• Address client concerns when identified during interactions at the reception area and alert site leadership of any client concerns which impact the safety of other clients and staff.

Administrative Support for Facilities

• Work Orders: Receives and processes incoming work order tickets within the facility management system from staff, ensuring all necessary details are captured and seeking clarification when applicable. Enters work orders into the facility management system to initiate repairs, maintenance, or service requests; when applicable.
• Vendor Coordination: Communicates with external vendors to schedule service calls, repairs, and other maintenance activities. Ensure that vendors are aware of the scope of work and follow up to ensure timely completion. Travels to other SVDP facilities to inspect problems or work performed by vendors.
• Phone Call Management: Fields phone calls from staff regarding maintenance issues, providing immediate assistance or escalating requests as necessary. Act as the first point of contact for any facilities-related inquiries. Manage phone call coming into the St. Ambrose Center (St. Vincent Center) to support the day-to-day management of service delivery within the identified site.
• Record Keeping & Data Entry: Accurately enters and updates work order information in the facility management system to track the status of tasks, monitor response times, and maintain comprehensive records. Report when a task is in danger of not being complete within the set window of time.
• Customer Service: Provides courteous and efficient service to staff and vendors, ensuring all requests are handled in a timely manner and that facilities operations run smoothly.
• Coordination & Support: Assists with scheduling routine maintenance, inspections, and other facility-related activities. Collaborate with internal teams to ensure proper facility upkeep.
• Facility Inspections and Walk-Throughs: Participates in facility inspections and walk throughs, taking notes, completing reports, and following through on action items identified.
• Provides administrative support to the Facilities Manager.
• Supports the input and coding of facility related invoices.
• Supports the issuance of reports to accurately present monthly facility data.
• Supports the triaging and facilitation of emergency maintenance or facility related concerns with the Facilities Manager and site liaisons and program leadership.

SECONDARY DUTIES

• Uphold the vision, mission, and values of St. Vincent de Paul of Baltimore.
• Support a welcoming and positive environment for constituents and staff and works with them effectively.
• Attends staff meetings.
• Attend and participate in all staff meetings and professional development training.
• Attend networking events with service providers.
• Perform other duties as requested by supervisor.

QUALIFICATIONS

• High School Diploma or equivalent.
• Experience working in an administrative support capacity.
• Prior experience and skill working with data entry and with Microsoft Office Suite, including MS Outlook, MS Excel, and MS Word.
• MD Driver’s License and access to a vehicle during work hours.
• Ability to communicate effectively, both verbally and in writing.
• Ability to evaluate situations, make decisions and react quickly and calmly in emergency situations.
• Ability to relate in a courteous, non-judgmental manner with persons from all ethnic, socioeconomic, and religious backgrounds.
• Ability to stand, walk and sit for extended periods of time if required.
• Pleasant and courteous telephone manner.